COP/ROP 2021 FAQ - Department of State
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Updated: March 19, 2021
COP/ROP 2021 FAQ
New or updated questions are highlighted in blue.
1. COP/ROP 2021 Resumption
Q1: When will the COP/ROP 2021 process resume?
A1: The PEPFAR Country/Regional Operational Plan (COP/ROP) 2021 planning process will
resume, effective April 1, 2021 and will conclude no later than May 21, 2021.
Q2: How will the COP/ROP 2021 process and timeline be streamlined upon its resumption on
April 1?
A2: The PEPFAR COP/ROP 2021 process will be different, shorter, and much more flexible than
in previous years as is summarized below and on pg. 5 in the COP/ROP Virtual Meeting
Handbook.
• Phase I – Preparation (April 1-14, 2021): Preparations and deliberations within the U.S.
government interagency and partners
• Phase II – Planning (April 15-29, 2021): Maximum of 2 days (4 hours per day) of virtual
planning/review meetings for all countries and regions focused on their respective
priority areas, occurring on a rolling basis. Countries and regions will have the flexibility
to self-select earlier dates within this window if they are closer to completion. Those
that feel they need more time can self-select later dates within this window.
• Phase III – Completion (May 3-21, 2021): Streamlined tool completion, submission and
out-briefs/approvals for each country or region will occur on a rolling basis. Countries
and regions will have the flexibility to complete their COP/ROP 2021 process sooner
than May 3, if they wish.
Q3: How will PEPFAR ensure that civil society engagement in the COP/ROP 2021 process is
meaningful and robust, given the streamlined process and timeline?
A3: Civil society and community engagement and input is critical to PEPFAR’s success and
essential for an effective and high-quality COP/ROP planning process. Although the virtual
COP/ROP 2021 planning process will be streamlined and condensed, this shortened and
streamlined process does not remove the need for dialogue, consultation, and consideration of
input, recommendations and concerns from civil society and other stakeholders. Rather, we
are emphasizing a transparent dialog and engagement that must occur with civil society and
other stakeholders throughout the entire process.
During Phase 1 of the preparation stage from April 1-14, country teams are expected to resume
discussion and engagement with civil society and other stakeholders. Country teams will also
develop country-driven planning meeting agendas for the two-day planning meetings, making
1Updated: March 19, 2021
sure the specific issues that need time for dialog, deliberation, and consultation are
prioritized. March 18, 2021, S/GAC also provided an agenda template and direction on pgs. 10
and Appendix F of the COP/ROP Virtual Meeting Handbook that countries will tailor for their
specific context whereby time will be specified for CSO engagement. This template notes that
early on day one of the two day meeting, civil society and other stakeholders have dedicated
time to articulate their specific recommendations or concerns upfront, so that the interagency
team can respond to these concerns – the template will also ensure that at least half of the
agenda is focused on transparent dialogue and agreement with civil society and
stakeholders. The handbook also includes a subsection on expectations for external
engagement on pg. 14, with a suggested timeline for sharing tools before the planning meeting
and final submission.
Importantly, the two-day virtual planning meetings during the April 15-29th timeframe should
not be the first time that CSO engagement occurs. As noted above, it is expected that
resumption on April 1 will also include resumption of dialog and consultation with
stakeholders. In addition, PEPFAR also continues to require engagement with stakeholders
prior to each quarterly POART call, including Q1 POART in March, to obtain their feedback and
recommendations for program improvement.
In addition, S/GAC will work with country chairs to ensure they are responsive to civil society
requests for additional engagement, either via email or separate meetings.
Q4: Are we expected to have a traditional out-brief as part of our two-day virtual
planning/review meeting, or will the out-brief be part of the approval time period?
A4: No. There will not be a traditional out-brief as part of the 2-day planning meeting. Rather,
a sixty-minute (single OUs) to ninety-minute (regional OUs) combined out-brief/approval
meeting with PEPFAR teams, government, multilateral partners, civil society, and S/GAC and
Deputy Principal leadership is part of the Completion phase of the COP/ROP 2021 process.
Pages 12-13 of the COP/ROP Virtual Meeting Handbook give further details on preparing tool
submission and outbrief/approval meeting content.
Q5: Can you clarify details and expectations for the April 1 plenary? Will it be recorded and
will there be translation?
A5: The April 1 virtual opening plenary will occur on Thursday, April 1 from 7:00 – 8:00 AM EST
and will feature remarks from S/GAC and PEPFAR agency leadership. OUs will not be asked to
present like in past years. The plenary will be recorded and disseminated. Unfortunately, S/GAC
is unable to support translation services for this plenary.
Q6: Upon the resumption of COP/ROP 2021 planning, will we be able to pick up where we left
off or will we have to start over? Are the PLLs and budgets issued in January still valid?
2Updated: March 19, 2021
A6: When COP/ROP 2021 planning resumes on April 1, the significant time and effort already
invested by PEPFAR teams and partners to inform programmatic direction in line with the
existing FY 2021 planning level budgets will be well utilized. Teams will not need to start over,
but rather pick up from where they left off. The PLLs issued in January are valid with no
changes. As in all other COP/ROP cycles, the ultimate level of funding provided to each OU is
not final until it is fully notified to and approved by Congress.
Q7: Will there be any issues with the timely approval of Congressional notifications and the
availability of COP/ROP 2021 funds for Fiscal Year 2022 programming?
A7: We are firmly committed to ensure that collaborative, transparent, and data-driven
COP/ROP 2021 plans are completed in every PEPFAR-supported country and region and that
there is no disruption in HIV services at the start of fiscal year (FY) 2022.
Following the anticipated COP/ROP 2021 headquarters approvals in May (or sooner, if countries
are prepared), PEPFAR will work through the summer months to move expeditiously through
the required processes of Congressional notifications, approvals, and transfer of funds to
implementing agencies in advance of the beginning of FY 2022. To reduce pressure on agencies
and countries, S/GAC will work to notify 25-30% of anticipated COP/ROP 2021 funds (based on
final COP/ROP 2020 levels) immediately to “prime the pump” to deliver HIV treatment,
systems, and management and operational costs to deliver those services, while completing the
full planning process.
Q8: Can we reassure host country governments and partners that our funding commitment
goes forward? Some host country governments are in the midst of their annual planning, but
their plan depends on knowing what the U.S. government will provide. When will we know
what the US commitment is?
A8: You can reassure host country governments and other partners that the U.S. government
commitment to supporting their HIV responses remains strong. In fact, the temporary pause is
about ensuring we can deliver on our commitments in COP/ROP 2020, by focusing on the
adaption and implementation that are required to optimize program impact and patient
outcomes, particularly in the context of COVID-19.
When COP/ROP 2021 planning resumes on April 1, the significant time and effort already
invested by PEPFAR teams and partners to inform programmatic direction in line with the
existing FY 2021 planning level budgets will be well utilized.
As in all other COP/ROP cycles, the ultimate level of funding provided to each PEPFAR operating
unit is not final until it is fully notified to and approved by Congress.
Q9: How will the COP/ROP 2021 process reflect relevant new policies of the Biden-Harris
Administration, such as the rescission of the Mexico City Policy?
A9: COP/ROP 2021 will reflect and incorporate new policies prioritized by the Biden-Harris
3Updated: March 19, 2021
Administration, including rescission of the Mexico City Policy, reengagement with the World
Health Organization, and others that are relevant to PEPFAR.
As per President Biden’s January 28, 2021 “Memorandum on Protecting Women’s Health at
Home and Abroad”, the Mexico City Policy/Protecting Life in Global Health Assistance is
rescinded. Thereby, PEPFAR funding and partners are no longer subject to these policy
requirements and instead should follow those outlined in the January 28, 2021 Executive Order.
Q10: What flexibility is S/GAC providing in planning for COP/ROP 2021 resumption?
A10: S/GAC is providing significant flexibility for countries and regions to complete the
remaining elements of their COP/ROP 2021 process within the April 1-May 21 timeframe. For
instance, countries and regions will have the flexibility to self-select planning meeting dates
(maximum of 2 days, 4 hours per day) between April 15-29 to hold virtual planning/review
meetings focused on their respective priority areas. More information will be forthcoming on
this. Similarly, countries and regions can choose to complete their COP/ROP 2021 process
sooner than the May 3-21 window for streamlined tool completion, submission, and approvals,
if they wish. Please see the COP/ROP Virtual Meeting Handbook for further details.
Q11: Will COP/ROP 2021 tools (e.g. FAST, DataPack, etc.) still be required when planning
resumes?
A11: Key COP/ROP 2021 tools listed below are required as they are essential for tracking and
monitoring targets and budgets to ensure accountability and impact of U.S. taxpayer dollars.
Several of these tools were already streamlined for use in COP/ROP 2021. For example, no site-
level targets are required in the DataPack and the FAST has shifted to program areas. The
DataPack and FAST templates have not changed and will not be re-issued for the resumption of
COP/ROP2021 planning. Please see the COP/ROP Virtual Meeting Handbook for further details.
• Required COP/ROP 2021 Tools:
o DataPack
o FAST
o Commodity Supply Planning Tool
o Strategic Direction Summary (SDS)-- OUs should use the COP/ROP 2020 as a base
and highlight new COP/ROP 2021 decisions and agreements
• Tools no longer required for COP/ROP 2021:
o Table 6 Excel Workbook – investments will be captured in the FAST – while Table
6 will not be required to be submitted, we fully expect dialogue about above-site
investments to occur
o Surveys-Surveillance, Research, and Evaluation (SRE) Tool – investments will be
captured in the FAST
o Resource Alignment Funding Landscape Tool -- HQ will finalize, no further effort
needed by OU teams
4Updated: March 19, 2021
Q12: Are all of the graphs and tables in the SDS still required in their previous format, or is it
up to the country team to use their discretion on what constitutes and update?
A12: COP/ROP 2021 no longer uses budget codes, so SDS Table B.1.3 Resource Allocation by
PEPFAR Budget Code (new funds only) in Appendix B is no longer required. Instead, OUs should
paste the two tables shown in Appendix G of the COP/ROP Virtual Meeting Handbook showing
the updated budget visualizations, which show budget by program area and sub by service
delivery and non-service delivery budgets and percent, and a complementary Table B.1.4 shows
budget by program area and beneficiary. Both can be generated directly from the COP/ROP
2021 FAST Dossier in PAW. OUs do not need to paste a screen shot of Table 6 / SRE activities in
Appendix C since that tool is no longer required for COP/ROP 2021 submission.
Q13: What are the expectations and timeline for sharing the SDS with external stakeholders?
A13: The guidance is that OUs should submit to S/GAC their final draft FAST, DataPack,
Commodities Supply Planning Tool and SDS at least 7 days before the outbrief/approval
meeting. OUs may share the SDS earlier, though OUs should share the SDS, Datapack with
overall targets and FAST summary data/visualizations with external stakeholders prior to
submitting to S/GAC so that stakeholders have an opportunity to review and provide feedback
and concurrence for the version that is submitted to S/GAC.
Q14: Will the requirements for the Chief of Mission letters be adjusted for COP/ROP 2021?
A14: Brief letters/emails from your COM is expected with final submission of your COP/ROP 21.
Q15: Now that Table 6 and the SRE Tool are no longer required, how will these activities be
captured in our COP/ROP 2021 submission?
A15: The FAST already has the ability to capture high level Table 6 and SRE activities. Though
the Table 6 and SRE stand-alone tools are no longer required for COP/ROP 2021, transparent
deliberation is still expected to ensure strategic investments in these areas. In the SDS, OUs
should still answer the questions in Section 5.0 Program Support Necessary to Achieve
Sustained Epidemic Control with any updated focus or strategic shifts in above-site investments
plus surveys, surveillance, research and evaluation priorities.
Q16: Can you please clarify whether the first DataPack submission in mid-April should include
IM target assignments in the PSNUx IM tab?
A16: Yes, the first DataPack submission (7 days prior to your scheduled planning meeting) must
include a completed PSNUxIM tab. It is essential to have this information in the first DataPack
submission to ensure that data is available for programmatic consideration during the two-day
planning meeting.
5Updated: March 19, 2021
Q17: What support is S/GAC providing to make sure tools are completed and reviewed on the
new compressed timeline?
A17: The S/GAC teams providing tools support are committed to timely review of tools. It is
essential that tools are submitted at least seven days in advance of the planning and approval
meetings, respectively. To limit back-and-forth about tool errors, OUs should use the self-
service apps available in DATIM to self-check tools prior to submission. Page 14 of the COP/ROP
Virtual Meeting Handbook describes roles of OU/field teams and headquarters tool reviewers
while SGAC tools, technical, and logistics support can be found on pg. 16, with further details in
Appendix B.
Q18: Please note the following updates to PEPFAR 2021 Country and Regional Operational
Plan (COP/ROP) Guidance for all PEPFAR Countries:
• Pg. 160: Section 5.9.4 Implementation of Protecting Life in Global Health Assistance in
PEPFAR Programs has been deleted as the policy was rescinded by President Biden in
January 2021
• Dates and processes referenced in Section 2.5.3 Active Engagement with Community
and Civil Society (pages 101-103), and Section 5.3 COP/ROP Timeline (pages 141-146)
have been superseded by the March 5, 2021 S/GAC message and cable on the
streamlined COP/ROP21 planning and approval timeline.
• Pg. 62: Figure 2.3.2.2: HIV case finding approaches supported by PEPFAR, based on ART
coverage was corrected to maintain that minimum 5% yield is expected for Other
Facility-based Testing when national or SNU ART coverage is under 70%.
• Links to resources on PEPFAR SharePoint for U.S. Government teams were updated on
pages 94 and 442.
• Section 5.4 Required COP Elements Checklist (page 147) will be updated when further
information is available.
• References to Table 6 and the SRE Tool as required for submission in COP/ROP 2021 in
Section 7.3 Planning Step 3: Set Preliminary Budgets, Targets, and Above-Site Activities
(pages 580 and 594-597) should be disregarded. Section 8.4 Table 6 and Surveys-
Surveillance, Research and Evaluation (SRE) Tool Excel Workbook (pages 606-611) has
been crossed out as these tools are no longer required for COP/ROP 2021 submission.
Guidance considerations on prioritizing and funding above site interventions remain
important for COP/ROP 2021 planning.
• Guidance in Section 8.2 Strategic Direction Summary (SDS) (pages 605-606) is
superseded by the March 5, 2021 resumption announcement on streamlining COP/ROP
2021 to simply describe what will change in COP/ROP 2021 by updating the existing
COP/ROP 2020 SDS. OUs do not need to draft an entirely new COP/ROP 2021 SDS from
the updated template previously provided. COP/ROP 2021 no longer uses budget codes,
so Table B.1.3 Resource Allocation by PEPFAR Budget Code (new funds only) in Appendix
B is no longer required. Instead, OUs should paste the total budget with breakout by
applied pipeline, new funding and total spend – a visualization which can be generated
from the COP/ROP 2021 FAST Dossier in PAW. OUs do not need to paste a screen shot
of Table 6 / SRE activities in Appendix C since that tool is no longer required for
6Updated: March 19, 2021
COP/ROP 2021 submission. OUs should still answer the questions with any updated
focus or strategic shifts in above site investments plus surveys, surveillance, research
and evaluation priorities in Section 5.0 Program Support Necessary to Achieve Sustained
Epidemic Control. More information will be forthcoming to review details.
2. COP/ROP 2021 Temporary Pause
Q19: Why was the temporary pause issued in the first place?
A19: Recognizing the tremendous toll that COVID-19 continues to take on countries and regions
supported by PEPFAR around the globe, on February 9, 2021, PEPFAR issued a temporary pause
on its COP/ROP 2021 planning process, with resumption planned no later than the beginning of
April. During this temporary pause, PEPFAR teams and partners have continued to focus on the
current implementation of COP/ROP 2020, adapting and optimizing the PEPFAR program amid
COVID-19 to best serve HIV clients and beneficiaries during these challenging times. PEPFAR is
deeply grateful to all of its teams and partners for their flexibility, patience, and commitment to
ensuring access to life-saving HIV services around the globe, particularly as we all continue to
adapt in the context of COVID-19.
Q20: Did the temporary pause in the COP/ROP 2021 process signal a lack of commitment by
the Biden-Harris Administration to PEPFAR?
A20: No. The Biden-Harris Administration is fully committed to and supportive of PEPFAR’s
mission to control the HIV/AIDS epidemic as successfully led and managed by the State
Department, executed through U.S. government implementing agencies, and conducted in
close collaboration with our many partners and communities around the globe.
Q21: When the temporary pause was announced, our OU was very close to finalizing some
COP/ROP 2021 processes, discussions, and deliverables (e.g. targets, budgets, Table 6, SDS,
etc.). Can we continue this work and find a more natural stopping point, or do we need to
immediately pause all meetings and work related to COP/ROP 2021?
A21: All COP/ROP 2021 activities should continue to be paused until April 1, when the process
will official resume. Until April 1, all formal and informal activities related to COP/ROP 2021
should continue to be paused. These activities include but are not limited to COP/ROP 2021
meetings, tools development for targets, budgets, etc., SDS development, and any associated
internal or external discussions.
Q22: If the interagency agrees, is there any flexibility in continuing COP/ROP 2021 finalization
during the temporary pause?
A22: Even if the interagency agrees, teams may not continue the COP/ROP 2021 process and
finalization during the temporary pause. All COP/ROP 2021 planning can commence on April 1.
7Updated: March 19, 2021
Q23: Does the pause apply to meetings about COP/ROP 2021 with host country governments
and external stakeholders (e.g. civil society)?
A23: Yes, any COP/ROP 2021-related planning meetings, including associated internal U.S.
government planning or technical consultations, that are scheduled during the timeframe of
the temporary pause should be postponed until further notice.
Q24: How will a delay factor in commodity orders that will need to be placed to ensure no
stockouts, especially for OUs without significant pipeline?
A24: We are committed to avoiding any disruption in HIV services for the start of fiscal year
2022, including by ensuring the sufficient supply of HIV-related commodities.
Q25: How will the COP/ROP 2021 planning pause affect FY22 IP work plan submissions? Can
work plan development continue during this pause?
A25: During the pause, any work on FY22 IP work plans should be postponed until further
notice.
Q26: How will the COP/ROP 2021 planning pause factor in partners ending in September with
no carryover? This could cause major disruption.
A26: We are committed to avoiding any disruption in HIV services for the start of fiscal year
2022, including in cases where partner awards may be ending in September 2021 without
provisions for carryover. If there are specific instances of concern in this area, please identify
them to your Chair/PPM so S/GAC leadership can engage on this with you.
Q27: Is there a plan to ask countries to further assess the impact of COVID-19 on PEPFAR
programming?
A27: Country teams will engage in a COP/ROP 2020 (FY 21/Q1) POART review, during which
further impact of COVID-19 on PEPFAR programming will be assessed. The POART will be a
lighter touch process; more information was disseminated on February 23, 2021 and most
should be completed by March 19, 2021.
Q28: During the temporary pause, what strategic and epidemiologic efforts should still take
place now that are related to COP/ROP 2021 planning?
A28: Country teams should understand and support the process for updated/new estimates of
people living with HIV. This includes reviewing the draft estimates alongside prior epidemiologic
estimates to understand any shifts and what implications these may have for program changes.
Policy changes and minimum program requirements are in varying stages of implementation at
site levels and we should make sure they are being implemented because this informs future
year planning.
8Updated: March 19, 2021
Q29: Will TBD re-naming be approved and included in FAST and DATIM now that COP/ROP
2021 has been delayed to April? The original deadline for inclusion was in January.
A29: Yes, TBD renaming will continue to be processed and approved during the pause. Updated
FASTs would be available at the first tool check in after COP/ROP 2021 formally restarts. More
information will be provided as the restarted COP/ROP 2021 timeline is completed.
Q30: Will there be additional funding allocations after the pause due to the impact of COVID-
19?
A30: We will review Q1 data to see the impact on HIV services due to COVID-19. More
information will be forthcoming.
3. COP/ROP 2020 Implementation
Q31: Can COP/ROP 2020 OPUs still be submitted during the pause period?
A31: Yes. OPUs can be submitted and processed during the pause. We expect that when
COP/ROP 2021 restarts, OPU processing will slow.
Q32: What will be done to ease the backlog of OPU approvals? Is it possible to consider a
lighter touch OPU process for COP/ROP 2020 OPUs?
A32: COP/ROP 2020 OPUs are currently being processed as quickly as possible during the
temporary pause. As OPU processing will slow once COP/ROP 2021 planning and development
restarts, country teams should submit priority COP/ROP 2020 OPUs soon to increase their
likelihood of being approved expeditiously. If there are certain OU-specific issues, please raise
these to your respective Chairs/PPMs so we can ensure expeditious approval.
Q33: Will approved OPUs be reflected in tools when the COP/ROP 2021 process resumes?
A33: FASTs will not be updated with OPU changes before the COP/ROP 2021 process starts, but
will be updated during the first tools check-in after COP/ROP 2021 restarts. Updates through
the OPU process will be reflected in the FAST/DataPack. OPUs must have been finalized and
approved in Facts Info by Monday, March 22, 2021 in order for data to be in the updated FASTs
that OU teams receive on Thursday, April 1st, 2021. Further details are on pg. 7 of the
COP/ROP Virtual Meeting Handbook.
Q34: What will the FY21 Q1 “POART light” look like, including the extent of preparations?
When will Q1 POARTs be scheduled?
A34: The purpose of the FY21 Q1 POART discussion is to facilitate collaborative problem solving
on limited, selected topics. This POART should NOT be a comprehensive presentation and
9Updated: March 19, 2021
discussion of all Q1 data for all targets and beyond. After reviewing Q1 data, the agenda should
focus only on COVID-19 plus the 3-4 highest priority issues for POART discussion. The POART
discussion should be no more than 90 minutes with a maximum of 3-5 slides per agenda topic.
POART calls (via phone or web conferencing) should be scheduled to be completed no later
than Friday, March 19th.
Q35: Given the worsening COVID-19 situation in many countries, is there a possibility of
additional COVID-19 reprogramming requests?
A35: Please raise specific issues with your Chairs/PPMs for consideration.
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